📘Guide
A detailed description of the "Xeon - Orders Notifier" app can be found on this page.
👩🏫 Introduction:
Firstly let us understand what is the purpose of "Xeon - Orders Notifier" app? and What are its features?
Purpose of "Xeon-Orders Notifier" app :
Sometimes there may be delay in fulfilling orders placed by the customers. Hence it is important to keep customers notified about the delay. It becomes tedious job for the merchants to send notifications for each customers manually. To overcome this difficulty we have "Xeon - Order Notifier" app. It helps in automating the process of sending unfulfilled orders notifications for the customers. Notifications are sent in bulk via emails
Also it is important for a merchant to have a track of all unfulfilled orders in the store. "Xeon - Order Notifier" app facilitates merchants to send orders reports notifications to staff members as well.
👉 Features/Functionalities of Xeon - Orders Notifiers app are :
'Add New Notifiers' - Merchants can create any number of notifiers which are in specific to customers and staffs/admins.
'Edit' feature - Notifiers can be edited at any point of time.
'Delete' feature - Notifiers can also be deleted at any instant of time.
'Run-Now' feature - Upon clicking this button notifier will start running instantly and notifications also will be sent instantly.
'Details' - Merchants can enter details of a notifier such as name of the notifier, Set the limits for Include orders created at or before and Exclude orders created before. So that all the orders which are existing within the limits are fetched and upon adding filters such as unfulfilled orders it will fetch all the email id's and will send unfulfilled orders notifications for the customer automatically based on the frequency set.
'Frequency' - Merchants can set frequency of notifier that defines when to run notifier - Either 'Scheduled' or 'Manual'.
'Notification' - Merchants can enter all the required fields such as 'From Email', 'From Name', 'Reply - To', 'BCC', 'Email Subject' and 'Message'.
'Filters' - Filters are basically used to filter type of 'orders'. There are various filters available in the app, based on the filters applied orders will be filtered accordingly.
'Actions' - Merchants can add tags for the orders so the after sending notifications of the specific orders given tag names by the merchants will be added for the particular order.
'Manual Email By Date' - Merchants can explicitly define date range using date picker so that the orders selected are specific to the date range chosen by the merchants.
🧗♀️ Let us see steps involved in app configuration :
Firstly download "Xeon - Orders Notifiers" app in the Shopify app store. After successful download, Launch the app. The welcome screen is presented as shown in the below image:
To create a new Notifier click on "Add new Notifier" button which is found on the welcome screen as shown in the above image.
Let's take a look on how to create a Notifier. The block diagram below illustrates the step-by-step process involved to create a Notifier.
There are two ways to create Notifiers:
1. Create Notifier to send emails to customers.
2. Create Notifier to send emails to staffs/admins.
🧗 Let us look into step-by-step process to create notifier to send emails to customers:
STEP - 1 : Click on "Add New Notifier" and select an option "To send emails to customers of unfulfilled orders".
STEP - 2 : Enter all the fields in "Details" section.
➡️ Name : Enter notifier name.
✍️ This is the mandatory field.
✍️ Length of notifier name should be between 3 to 70.
➡️ Include orders created at or before :
This field tells the Notifier(app) to pick the orders which are older than or equal to the value provided in this field.
Example - Putting 14 days means that whenever the Notifier runs it will pick orders which are older than or equal to 14 days.
✍️ This is the mandatory field.
✍️ Please enter a valid value between 1 to 1000 - Meaning is that it accepts values between 1 to 1000 only.
Include/Exclude Orders can be defined in terms of Days or Hours as shown in the below image.
➡️ Exclude orders created before :
This field tells the Notifier(app) to Exclude the orders which are older than to the value provided in this field.
Example - Putting 30 days means that whenever the Notifier runs it will Exclude orders which are older than 30 days.
✍️ This is the mandatory field.
✍️ Please enter a valid value between 1 to 1000 - Meaning is that it accepts values between 1 to 1000 only.
✍️ Exclude time value must be greater than include time value.
✍️ Difference between include-exclude time must be less than or equal to 60 days. For example if include time is 250 then exclude time can be maximum up to 310 because 310-250=60.
STEP - 3 : Set Frequency.
Set frequency is to configuring the timings of the scheduler to execute and send notifications.
There are two ways to set frequency that is (i) Scheduled & (ii) Manual.
(i) Frequency setup - 'Scheduled'
In the below video clip you can see the steps to configure frequency for scheduled notifier.
The following fields has to be configured in 'Scheduled' Notifier :
➡️ 'Run on the following days' - Merchants can select any day so that the scheduler will run on the selected days and sends notifications.
➡️ 'Time to Run' - Merchants can select time so that the scheduler will run on the selected time. And Time zone is considered to be based on America/New York timings.
➡️ 'Repeat interval' - Merchants can select the repeat intervals based on their requirement. The available repeat intervals are : Run once in a day, Run in every 3 hours, Run in every 6 hours and Run in every 12 hours.
For example, If Scheduler is configured to run in every 3 hours on Monday and Tuesday at 10 AM then a scheduler will be executed only on Monday and Tuesday. It starts executing at 10 AM and repeats execution on every 3 hours of duration hence after execution at 10 AM again it will execute on 1 PM, 4PM...so on.
✍️ Benefits of Scheduled Notifier is that it will automatically triggers notifications for the configured time without any manual intervention.
(ii) Frequency setup - 'Manual'
In the below image you can see how to configure frequency of a notifier manually.
By selecting 'Manual' option, Notifier will not be triggered automatically. It can be triggered manually by clicking on 'Run Now' button which is present in notifiers list page(Dashboard page) after saving the notifier.
✍️ Benefits of Manual notifier is that just by clicking on 'Run Now' button notifications will be triggered instantly on real time basis.
STEP - 4 : Configuring notifications.
In the below video clip you can see the steps to configure notification.
The following fields has to be configured in 'Notification' part :
➡️ 'To' - Send emails to customer of qualified orders.
Merchants need not add email id of customers explicitly. Our app will automatically fetch all the email id's of customers within the selected range of orders.
➡️ 'From Email' - Enter the valid email id from which the emails has to be sent to the customers.
➡️ 'From Name' - Enter 'From name' It can be store name, Shop name etc.. as per requirement.
➡️ 'Reply To' - Enter a valid email to which customers can reply.
➡️ 'BCC' - Enter a valid email id to which a copy of email can be sent. It can be sent to self or staff as per requirement.
➡️ 'Add Template variable' - There are various template variables available in the app. Using template variables the dynamic and real data can be printed.
For example : If 'order name variable - {{ data.order.name }}' used in the email message or subject such as "Order Update Notification from [store-name] for order {{ data.order.name }}."- then order name will be dynamically updated in each email sent such as Order Update Notification from [store-name] for order #1008. Order name will be fetched based on selected customer email ids.
Various template variables are as follows:
Order variables - Order Number, Order status link
Customer variables - First name, Last name and email.
➡️ 'Email Subject' - Enter a proper email subject. Template variables are available using which it is possible to print dynamic data.
For example if we write email subject as --> "Order Update Notification from [store-name] for order {{ data.order.name }}." Then the email will be sent as "Order Update Notification from [store-name] for order #1008."
{{ data.order.name }} --> It will fetch order id's for all the selected customer email id's. It will be dynamically updated and the real data will be printed in the email body.
➡️ 'Message' - Enter a message in the WYSIWYG editor as per requirement. Users can add template variables in message.
➡️ 'Send Test Email' - Enter valid email id and click on 'Send Test Email' button. The test email will be sent to given email id.
STEP - 5 : Filters.
Filters are used to filter orders based on certain conditions. To fetch specific orders merchants can apply various filters available in the app. In the below video clip you can see all the available filters in the app.
➡️ 'Fulfillment status must be'
As shown in the above image it will filter all the orders based on fulfilment status. For example If it is selected as Unfulfilled or partially fulfilled then all the orders belonging to unfulfilled and partially fulfilled orders are fetched.
➡️ 'Order status must be'
As shown in the above image it will filter all the orders based on order status. For example If it is selected as 'Open' then all the orders whose order status is 'Open' all such orders are fetched.
➡️ 'Payment status must be'
As shown in the above image it will filter all the orders based on payment status. For example If it is selected as 'Paid' then all the orders whose payment status is 'Paid' all such orders are fetched.
➡️ 'Order must contain following fulfillment assigned location'
As shown in the above image it will filter all the orders based on Location. For example If it is selected as 'Bangalore' then all the orders assigned at location 'Bangalore' all such orders are fetched.
➡️ 'Order must not contain any tracking number' : Orders can be filtered based on tracking number as shown in the below image. This filter will fetch all the orders if the orders does not have tracking number.
➡️ 'Order must contain any of the following order-tags' Filter : In the orders page there is a tags section where you can add tag names for the orders. This filter is based on order-tags.
This filter will check whether orders have specified tag names or not.
➡️ 'Order must contain any of the following vendors' Filter : This filter will check for all the orders based on selected vendor names. If the vendor name matches then all such orders are selected.
➡️ 'Order must contain any of the following Product-Types' Filter : This filter will check for all the orders based on selected custom product type names. If the product type name matches then all such orders are selected.
➡️ 'Order must contain any of the following Products/Variants' Filter : This filter will check for all the orders based on selected products/variants name. If the products/variants type name matches then all such orders are selected.
➡️ 'Order shipping country must be any of the following' Filter : This filter will check for shipping country. It will fetch all the orders for the selected country name.
➡️ 'Order must NOT contain following products/variants' Filter : This filter will exclude all the orders based on selected products/variants name.
➡️ 'Order must NOT contain any of the following Vendors' Filter : This filter will exclude all the orders based on selected vendors name.
➡️ 'Order must NOT contain any of the following Order-Tags' Filter : This filter will exclude all the orders based on entered order-tags name.
STEP - 6 : Actions.
Above image depicts actions part present in app. In actions part there is only one functionality that is to add order tag names.
'Add Order-tags' functionality will execute only when the notifications are sent.
The orders which are selected by merchants while configuring the app that is at Step-1, Only for such orders the tag names are added. Order tag names are added post execution of notifier that is after sending notifications.
STEP - 7 : Save and Click on 'Run-Now' button.
Upon clicking on 'Save' button 'Notifiers' are created successfully. Notifier frequency can be scheduled or manual upon clicking on 'Run-Now' button which is present on notifier list page then a notifier job will run instantly on real time basis.
🧗 Let us look into step-by-step process to create notifier to send emails to Staffs, Admins:
STEP - 1 : Click on "Add New Notifier" and select an option "To send emails to customers of unfulfilled orders".
STEP - 2 : Enter all the fields in "Details" section.
➡️ Name : Enter notifier name.
✍ This is the mandatory field.
✍ Length of notifier name should be between 3 to 70.
➡️ Include orders created at or before :
This field tells the Notifier(app) to pick the orders which are older than or equal to the value provided in this field.
Example - Putting 14 days means that whenever the Notifier runs it will pick orders which are older than or equal to 14 days.
✍ This is the mandatory field.
✍ Please enter a valid value between 1 to 1000 - Meaning is that it accepts values between 1 to 1000 only.
Include/Exclude Orders can be defined in terms of Days or Hours as shown in the below image.
➡️ Exclude orders created before :
This field tells the Notifier(app) to Exclude the orders which are older than to the value provided in this field.
Example - Putting 30 days means that whenever the Notifier runs it will Exclude orders which are older than 30 days.
✍ This is the mandatory field.
✍ Please enter a valid value between 1 to 1000 - Meaning is that it accepts values between 1 to 1000 only.
✍ Exclude time value must be greater than include time value.
✍ Difference between include-exclude time must be less than or equal to 60 days. For example if include time is 250 then exclude time can be maximum up to 310 because 310-250=60.
STEP - 3 : Set Frequency.
Set frequency is to configuring the timings of the scheduler to execute and send notifications.
There are two ways to set frequency that is (i) Scheduled & (ii) Manual.
(i) Frequency setup - 'Scheduled'
In the below image you can see the steps to configure frequency for scheduled notifier.
The following fields has to be configured in 'Scheduled' Notifier :
➡️ 'Run on the following days' - Merchants can select any day so that the scheduler will run on the selected days and sends notifications.
➡️ 'Time to Run' - Merchants can select time so that the scheduler will run on the selected time. And Time zone is considered to be based on America/New York timings.
➡️ 'Repeat interval' - Merchants can select the repeat intervals based on their requirement. The available repeat intervals are : Run once in a day, Run in every 3 hours, Run in every 6 hours and Run in every 12 hours.
For example, If Scheduler is configured to run in every 3 hours on Monday and Tuesday at 10 AM then a scheduler will be executed only on Monday and Tuesday. It starts executing at 10 AM and repeats execution on every 3 hours of duration hence after execution at 10 AM again it will execute on 1 PM, 4PM...so on.
✍️ Benefits of Scheduled Notifier is that it will automatically triggers notifications for the configured time without any manual intervention.
(ii) Frequency setup - 'Manual'
In the below image you can see how to configure frequency of a notifier manually.
By selecting 'Manual' option, Notifier will not be triggered automatically. It can be triggered manually by clicking on 'Run Now' button which is present in notifiers list page(Dashboard page) after saving the notifier.
✍ Benefits of Manual notifier is that just by clicking on 'Run Now' button notifications will be triggered instantly on real time basis.
STEP - 4 : Configuring notifications.
In the below video clip you can see the steps to configure notification.
The following fields has to be configured in 'Notification' part :
➡️ 'To' - Send emails to recipients listed below.
Merchants has to add staff members email ids explicitly.
➡️ 'Email To' - Enter the valid email id to which the emails has to be sent to the added email ids.
➡️ 'From Name' - Enter 'From name' It can be store name, Shop name etc.. as per requirement.
➡️ 'Reply To' - Enter a valid email to which customers can reply.
➡️ 'BCC' - Enter a valid email id to which a copy of email can be sent. It can be sent to self or staff as per requirement.
➡️ 'Add Template variable' - There are various template variables available in the app. Using template variables the dynamic and real data can be printed.
For example : If 'order name variable - {{ data.order.name }}' used in the email message or subject such as "Order Update Notification from [store-name] for order {{ data.order.name }}."- then order name will be dynamically updated in each email sent such as Order Update Notification from [store-name] for order #1008. Order name will be fetched based on selected customer email ids.
Various template variables are as follows:
Order variables - Order Number, Order status link
Customer variables - First name, Last name and email.
➡️ 'Email Subject' - Enter a proper email subject. Template variables are available using which it is possible to print dynamic data.
For example if we write email subject as --> "Order Update Notification from [store-name] for order {{ data.order.name }}." Then the email will be sent as "Order Update Notification from [store-name] for order #1008."
{{ data.order.name }} --> It will fetch order id's for all the selected customer email id's. It will be dynamically updated and the real data will be printed in the email body.
➡️ 'Message' - Enter a message in the WYSIWYG editor as per requirement. Users can add template variables in message.
➡️ 'Attach csv file' - csv file will be attached in the email. All the details of orders can be easily tracked by this csv file as shown in the below image.
STEP - 5 : Filters.
Filters are used to filter orders based on certain conditions. To fetch specific orders merchants can apply various filters available in the app. In the below video clip you can see all the available filters in the app.
➡️ 'Fulfillment status must be'
As shown in the above image it will filter all the orders based on fulfilment status. For example If it is selected as Unfulfilled or partially fulfilled then all the orders belonging to unfulfilled and partially fulfilled orders are fetched.
➡️ 'Order status must be'
As shown in the above image it will filter all the orders based on order status. For example If it is selected as 'Open' then all the orders whose order status is 'Open' all such orders are fetched.
➡️ 'Payment status must be'
As shown in the above image it will filter all the orders based on payment status. For example If it is selected as 'Paid' then all the orders whose payment status is 'Paid' all such orders are fetched.
➡️ 'Order must contain following fulfillment assigned location'
As shown in the above image it will filter all the orders based on Location. For example If it is selected as 'Bangalore' then all the orders assigned at location 'Bangalore' all such orders are fetched.
➡️ 'Order must not contain any tracking number' : Orders can be filtered based on tracking number as shown in the below image. This filter will fetch all the orders if the orders does not have tracking number. ➡️ 'Order must contain any of the following order-tags' Filter : In the orders page there is a tags section where you can add tag names for the orders. This filter is based on order-tags. This filter will check whether orders have specified tag names or not.
➡️ 'Order must contain any of the following vendors' Filter : This filter will check for all the orders based on selected vendor names. If the vendor name matches then all such orders are selected.
➡️ 'Order must contain any of the following Product-Types' Filter : This filter will check for all the orders based on selected custom product type names. If the product type name matches then all such orders are selected.
➡️ 'Order must contain any of the following Products/Variants' Filter : This filter will check for all the orders based on selected products/variants name. If the products/variants type name matches then all such orders are selected.
➡️ 'Order shipping country must be any of the following' Filter : This filter will check for shipping country. It will fetch all the orders for the selected country name.
➡️ 'Order must NOT contain following products/variants' Filter : This filter will exclude all the orders based on selected products/variants name.
➡️ 'Order must NOT contain any of the following Vendors' Filter : This filter will exclude all the orders based on selected vendors name.
➡️ 'Order must NOT contain any of the following Order-Tags' Filter : This filter will exclude all the orders based on entered order-tags name.
STEP - 6 : Actions.
Above image depicts actions part present in app. In actions part there is only one functionality that is to add order tag names.
'Add Order-tags' functionality will execute only when the notifications are sent.
The orders which are selected by merchants while configuring the app that is at Step-1, Only for such orders the tag names are added. Order tag names are added post execution of notifier that is after sending notifications.
STEP - 7 : Save and Click on 'Run-Now' button.
Upon clicking on 'Save' button 'Notifiers' are created successfully. Notifier frequency can be scheduled or manual upon clicking on 'Run-Now' button which is present on notifier list page then a notifier job will run instantly on real time basis.
Manual E-mail by Date :
'Manual E-mail by date' is an alternative way to create a manual notifier.
Main advantage of this feature is that merchants can select orders by using filters and date range.
Merchants also can select orders manually as shown in the below image.
For detailed explanation about manual email by date click here
Difference between 'Scheduled Notifier' and 'Manual Email by Date' :
| Feature | Scheduled Notifier | Manual Email by Date |
|---|---|---|
Selecting orders using date range | Not possible | Possible |
Frequency setup (Scheduler) | Possible | Not possible |
Edit & Delete functionality | Possible | Not possible |
'Run-Now' functionality | Possible | Possible |
Send emails to customers | Possible | Possible |
Send emails to staff members/admins | Possible | Possible |
Customized email configuration | Possible | Possible |
Selecting orders based on filter options | Possible | Possible |
Adding 'Order Tag' for emails sent | Possible | Possible |
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